Driver qualification files · 1 to 10 truck carriers
Your driver files, done right and kept right.
I build audit-ready driver qualification files for carriers running 1 to 10 trucks, then keep every date so nothing slips. I keep these same files for my own drivers, under the same rules.
The only thing I dispatch is paperwork.
That is the whole price list.
About eight minutes. Card at the end. No sales call.
A two-minute form. I reply within one business day.
Stage 1 · The problem
Why DQ files bite small carriers
Every carrier has to keep a qualification file on every driver under 49 CFR 391.51: application, driving records, prior-employer checks, medical certificate, and more, kept current for as long as the driver works for you plus three years.
Most small carriers find out their files are wrong during an audit. The switch to electronic medical certificates made keeping files current more confusing, not less. The feds do not grade on a curve, and "I didn't know" has never once worked in an audit.
You didn't get your authority to do paperwork. I did.
Stage 2 · Straight talk
You can do this yourself
The regulation is public, and plenty of one-truck operators keep their own files just fine. There is also software for about $5 a driver a month that will store what you upload and remind you when a date is close. What neither does is the work: pulling the record from every state of licensure, chasing the prior employer who has 30 days to ignore you, verifying the examiner on the National Registry, and reading what comes back.
If you would rather drive than do that, that is what I am for.
Stage 3 · Level select
Five levels, one file
Your driver's file is built in five levels, and you can see which one he is on any time you log in.
- 1IdentityWhat you give me in about six minutes: license photos, SSN, medical card, two facts.You · 6 min
- 2SignaturesWhat your driver signs on one link from his phone in about fifteen minutes.Driver · 15 min
- 3RecordsThe driving record and the prior-employer checks. Mine.Bossman
- 4Medical and roadThe examiner verified, the road test or CDL equivalency documented. Mine.Bossman
- 5File complete"File complete. Reviewed by Bossman [date]. 391.51(b): 14 of 14." Then I keep it that way.Complete
Stage 4 · What is included
Setup builds it. Maintenance keeps it right.
- Employment application collected from the driver and reviewed
- Driving record ordered from every state of licensure in the past 3 years
- Safety performance history checks with previous DOT-regulated employers, documented
- Road test certificate or CDL equivalency documented
- Medical certificate collected and the examiner verified on the National Registry
- CDLIS medical certification status verified for CDL drivers
- Entry-level driver training verification where it applies
- Your pre-employment Clearinghouse query documented in the file
- Every expiration and renewal date tracked in one system
- Written alerts at roughly 60, 30, and 7 days before anything expires
- Annual driving record ordered and the annual review prepared for your signature
- Annual Clearinghouse limited query tracked
- A one-page monthly report: every driver, every date, every open item
Stage 5 · My word
My word, in writing
- Complete file within 7 business days of receiving all required driver documents. Prior-employer checks can take up to 30 days by regulation; your file is delivered with those inquiries documented as sent, then updated when responses land.
- Written alert at roughly 60, 30, and 7 days before anything in your file expires.
- A one-page monthly report for your whole fleet.
- Your files, always. Organized electronic copies on request, and delivered within 10 business days if you cancel.
Files don't lie. Neither do I.
Stage 6 · Who this is for
I'm picky on purpose
- You run 1 to 10 trucks
- You're a new authority getting ready for the new entrant audit
- You've been running for years and know your files wouldn't survive one
- You want someone to find you freight (I don't do that)
- You're looking for drug and alcohol consortium, ELD, or IFTA services
I keep this offer focused so I can do it right.
Know your files are right before anyone asks.
$149 per driver to set up. $39 per driver per month to keep it that way.
About eight minutes. Card at the end. No sales call.
A two-minute form. I reply within one business day.